Last updated June 4, 2026
Updated workflow: Reconciliation now lives in the Inbox tab of the Agency Commissions Dashboard. Three buckets surface what needs you: unmatched payments, variance flags, and stale expecteds. This article explains the concepts behind the scenes.
Reconciliation is the process of matching incoming supplier payments to the commission entries your agents have submitted. It is the bridge between "the supplier paid us" and "we can pay the agent."
This guide is for agency owners and admins working in Agency view. Solo agents filing through an external host do not use this workflow — see Commissions Workflows by Role for the right guide for your setup.
Prefer to watch? This ~10-minute walkthrough for agency owners covers the whole flow: how JourneyFuse auto-matches a supplier deposit, a clean match, a short-pay you close out, a commission paid in installments, one check split across several advisors, filing a deposit with no booking, and importing supplier statements. ▶️ Watch on YouTube
Commission entries move through a lifecycle as they are processed:
| Stage | What It Means |
|---|---|
| Expected | Commission amount is estimated from the booking — trip hasn't ended yet |
| Submitted | Agent has submitted the commission through JourneyFuse |
| Received | Supplier payment has been recorded and matched, but not yet finalized |
| Reconciled | Used for non-payable items after payment acceptance, or as a bookkeeping checkpoint |
| Agent Payable | Ready to be included in an agent payout |
| Agent Paid | Payout to the agent is complete |
Reconciliation moves commissions from Submitted → Received. Accepting the supplier payment is what moves matched commissions into Agent Payable.
If you are an owner or admin, the easiest way to think about the workflow is:
JourneyFuse now mirrors those same steps in the Agency commissions table so the wording stays consistent between the UI and the KB.
Use this simple example as a model:
Inside JourneyFuse, the owner workflow looks like this:
If the agency has a rule like "hold payouts until trip end," JourneyFuse uses that rule when the supplier payment is accepted so the owner can see exactly when the advisor portion becomes eligible.
When the owner creates the payout batch, they can also send a payout summary email to the advisor.
Using the same example:
The advisor's payout email can include:
That gives the owner a simple way to answer, "What was this payment for?" without adding extra accounting complexity to the workflow.
When a supplier deposit hits your bank account, you need to record it in JourneyFuse so it can be matched to commission entries.
On the Supplier Reconciliation tab, use the payer dropdown to select the supplier who sent the payment. The dropdown lists all suppliers that have pending (unreconciled) commissions.
If the supplier name doesn't appear, it means there are no approved submissions waiting for that payer.
Click Record Payment to open the payment input dialog. Fill in:
| Field | Description |
|---|---|
| Deposit Amount | The total amount that hit your bank account |
| Payment Date | The date on the supplier's payment or check |
| Deposit Date (optional) | The date the funds cleared your bank |
| Payment Method (optional) | Check, ACH, wire, credit card, etc. |
| Reference Number (optional) | Check number, transaction ID, or supplier reference |
| Notes (optional) | Any context about the payment |
Click Save to create the supplier payment record.
One currency per agency. JourneyFuse tracks all commission amounts in your agency's configured currency (set in Settings → Commission) and does not convert between currencies. Recording a payment — or confirming an imported statement — in any other currency is rejected with a message telling you which currency was detected. If a supplier pays you in a different currency, convert the amounts to your agency currency before recording them. This keeps dashboard totals, payout batches, and 1099 figures accurate.
After recording the payment, JourneyFuse shows you a list of approved commission entries for that payer. These are the commissions that are ready to move from Submitted to Matched. Each entry displays:
Smart matching: JourneyFuse scores each entry based on how likely it is to match this payment — considering trip timing, expected dates, submission status, and amount proximity. Entries with the highest match confidence appear first with a "suggested" indicator.
For each commission entry, you can:
Already marked received? Entries you already marked received by hand show a green Supplier Paid badge and are still matchable. Matching one simply links this deposit to it — recording which supplier payment paid that commission — without rewinding its stage, rewriting its amounts, or clearing a flag. This is how a deposit for a booking you'd already marked received gets connected to the actual cash instead of looking orphaned.
As you match entries, the reconciliation view tracks three running totals:
| Total | What It Shows |
|---|---|
| Deposit Amount | What the supplier paid |
| Total Expected | Sum of expected amounts for selected entries |
| Variance | The difference — positive means overpaid, negative means underpaid |
If the actual amount for an entry differs from what was expected, you choose a variance action:
Flagged entries appear in the Exceptions view for later investigation. You can also clear a flag wherever you spot it: from the Inbox, or by opening the entry in the Ledger and using Resolve variance in its detail drawer — pick a reason (supplier underpaid, expected was wrong, etc.) and the flag is cleared with a note added to the entry's history.
Sometimes the gap between expected and received doesn't map to a specific commission line — the supplier shorted you by $50 across the board, the wire transfer fee ate $20, or you've decided to write off a small unrecoverable balance. The Adjustments panel on the match page handles these cleanly:
Adjustments stay attached to the deposit — so the audit trail is intact and the running total of adjustments offsets the "Remaining" balance you're trying to zero out. You can have multiple adjustments per deposit (a short-pay plus a wire fee, for example).
Once you've selected all matching entries and resolved variances, click Reconcile. This:
At this point, the commissions are matched to cash in, but they are not yet payable to the agent until you explicitly accept the supplier payment. In the owner mental model, this is the move from Matched to Accepted.
Sometimes a supplier payment doesn't perfectly line up with commission entries. JourneyFuse provides tools for these situations.
If the supplier included or deducted something that isn't tied to a specific commission entry (e.g., a processing fee, bonus, or credit memo), add a company adjustment:
Adjustments update the payment's matched and variance totals automatically.
If a supplier deposit doesn't match any commission entry in JourneyFuse — maybe it's for a booking you haven't entered yet, a park-ticket commission with no booking line, or a commission from a different system — you can file it as unclaimed right from the match screen so it leaves the Unmatched queue:
Then enter the booking/reference number and amount received (a trip description and notes are optional). The unclaimed amount counts toward the deposit's accounted total, so the payment clears out of your inbox. You can resolve it later once the matching commission exists, or void it if it was a mistake.
If you realize an allocation amount was entered wrong after creating the reconciliation, you can update individual allocation amounts from the payment detail view. Click the allocation row and adjust the amount — the payment's matched and variance totals recalculate automatically.
After reconciliation, you make a final decision on the supplier payment:
Click Accept when you're satisfied that the payment is correctly matched and all variances are resolved or within tolerance.
This is the step that moves a commission from Accepted to Payable.
You can add status notes explaining your decision (e.g., "Variance of $2.15 is rounding — accepted").
Click Recall if something is wrong and the reconciliation needs to be revisited.
A recalled payment can be re-reconciled once the issue is resolved.
If you receive a statement or spreadsheet from a supplier with multiple payments, you can import them all at once using CSV Import.
The CSV must include these headers:
payer_name,amount,payment_date,reference_number,payment_method,notes
Each row creates a separate supplier payment record that you can then individually match and reconcile.
The Exceptions view aggregates all items that need attention:
Use this view as a daily or weekly checklist to keep reconciliation clean.
Once a payment is Accepted, its matched commissions become Agent Payable. In the owner mental model, that means the commissions have reached the Payable stage. The next step is paying your agents:
Configure payout behavior in Settings > Commission:
| Setting | What It Controls |
|---|---|
| Minimum Payout Amount | Commissions accumulate until they reach this threshold before becoming payable |
| Hold Payouts Until | Hold agent payouts until the trip start date or end date has passed |
If you need to adjust an agent's payout (e.g., deducting an advance, adding a bonus), you can add agent payout adjustments that modify the batch total. Each adjustment includes an amount, description, and status.
Each supplier payment moves through these statuses:
| Status | Meaning |
|---|---|
| Open | Payment recorded but not yet matched to commissions |
| Partially Reconciled | Some commissions matched, unmatched balance remains |
| Reconciled | All funds matched to commissions and/or adjustments |
| Accepted | Owner has reviewed and approved — commissions advance to Agent Payable |
| Recalled | Owner flagged an issue — needs to be re-reviewed |
What an agent and an agency can do to a logged commission submission at every stage — edit, withdraw, request a change, cancel, reassign, and recover.
Record a fee a supplier deducted on their remittance as a known deduction, so the net deposit reconciles cleanly and the advisor is paid the net, without it counting as a shortfall.
Take a flat or percentage service charge off a commission before splitting it with your advisor — without touching how the supplier deposit reconciles.